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HIPAA SECURITY

HIPAA SECURITY. NEW YORK STATE SOCIETY OF CERTIFIED PUBLIC ACCOUNTANTS EMERGING TECHNOLOGIES TECHNICAL SESSION Joel Lanz, Principal JOEL LANZ, CPA, P.C. WWW.SYSTEMSCPA.COM JLANZ@ITRISKMGT.COM. AGENDA. Introduction & Overview Security Rule Overview Administrative Procedures

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HIPAA SECURITY

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  1. HIPAA SECURITY NEW YORK STATE SOCIETY OF CERTIFIED PUBLIC ACCOUNTANTS EMERGING TECHNOLOGIES TECHNICAL SESSION Joel Lanz, Principal JOEL LANZ, CPA, P.C. WWW.SYSTEMSCPA.COM JLANZ@ITRISKMGT.COM

  2. AGENDA • Introduction & Overview • Security Rule Overview • Administrative Procedures • Physical Safeguards • Technical Security Services • Technical Security Mechanisms • To-Dos and Related Challenges • Security Risk Assessment Methodologies for Small and Mid-Size Organizations • Conclusion

  3. INTRODUCTION AND OVERVIEW

  4. JOEL’S PARADIGM • Over 20 years of IT risk management experience ranging from one-person “IT shops” to global organizations • Practicing CPA with prior experience as a Big 5 Technology Risk Partner and an Internal Audit Vice President • Adjunct faculty member at Pace University’s Graduate School of Computer Science and Information Systems • Professional Certifications • Certified Information Systems Security Professional (CISSP) • Certified Information Systems Auditor (CISA) • AICPA’s Certified Information Technology Professional (CITP) • Publications, etc., etc.

  5. PER THE AMERICAN HERITAGE COLLEGE DICTIONARY Freedom form risk or danger Freedom form doubt, anxiety or fear Something that gives or assures safety Something deposited or given as assurance of the fulfillment of an obligation PER HIPAA The regulations which address the protection of data resident on provider computers or networks, as well as the protection of data while it is being transmitted to third parties Primarily the technical components that address the collection, protection, and dissemination of data WHAT IS SECURITY?

  6. WHY ARE ORGANIZATIONS SECURITY-CHALLENGED? • Abdication of responsibilities • Inability to segregate activities • Calculator mentality • Putting out fires • Information overload • Expectation gap • Inadequate training • Ignorance and false pride

  7. WHAT’S THE GOAL? • To Determine the Organization’s Security Gap Within the Five Areas of Compliance: • Administrative Procedures • Physical Safeguards • Technical Security Services • Technical Security Mechanisms • Electronic Signature Standards (???????)

  8. TONIGHT’S OBJECTIVE

  9. ADMINISTRATIVE PROCEDURES

  10. ADMINISTRATIVE PROCEDURES • Certification of Systems and Networks • Goal is to verify that appropriate security is in place • Use of outside consultants for large organizations, internal resources for small organizations • Standard is evolving

  11. ADMINISTRATIVE PROCEDURES (CONT.) • CHAIN OF TRUST PARTNER AGREEMENT • Goal is to protect data exchanged between third parties • Responsibility and liability for business partner actions • Requires significant lead time to identify business partners and draft/negotiate agreements

  12. ADMINISTRATIVE PROCEDURES (CONT.) • CONTINGENCY PLAN FOR SYSTEM EMERGENCIES • Need for backups, alternate processing options, disaster recovery procedures • Need for applications and data criticality analysis

  13. ADMINISTRATIVE PROCEDURES (CONT.) • FORMAL MECHANISM FOR PROCESSING RECORDS • Policy/procedure for receipt, manipulation, storage, dissemination, transmission and disposal of health information • INFORMATION ACCESS CONTROL • Policy/procedure for granting different levels of access to health information

  14. ADMINISTRATIVE PROCEDURES (CONT.) • PERSONNEL SECURITY • Need to show adequate supervision of system maintenance personnel • Need to show maintenance of access authorization records • Clearance procedures for personnel • Training for users on security

  15. ADMINISTRATIVE PROCEDURES (CONT.) • SECURITY CONFIGURATION MANAGEMENT • Demonstrate that security is part of standard hardware/software configuration management • Need documentation, testing, scanners, virus checking • INTERNAL AUDIT • Ongoing regular audit process for log-ins, file access, security, incidents, etc.

  16. ADMINISTRATIVE PROCEDURES (CONT.) • SECURITY INCIDENT PROCEDURES • Documented instructions for reporting and responding to security breaches • Enforcement • SECURITY MANAGEMENT PROCESS • Policy/procedures for risk analysis, risk management, sanctions and security • Goal is to prevent, detect, contain and correct security breaches

  17. ADMINISTRATIVE PROCEDURES (CONT.) • TRAINING • Applicable to all staff • Security is part of everyone’s job • Must include awareness training, periodic reminders, specific user education on security threats and personal computer protection and use • TERMINATION PROCEDURES • Formal instructions for ending access • Policies on changing locks, removal from access lists, removal of system accounts and returning access devices

  18. PHYSICAL SAFEGUARDS

  19. PHYSICAL SAFEGUARDS(CONT.) • ASSIGNED SECURITY RESPONSIBILITY • Either specific individual or specific organization/department • MEDIA CONTROLS • Policy/procedure for receipt and removal of hardware and software in and out of the organization

  20. PHYSICAL SAFEGUARDS(CONT.) • PHYSICAL ACCESS CONTROLS • Policy/procedure which covers disaster recovery, equipment control, facility security, sign-in procedures, and need to-know-definitions • POLICY/GUIDELINE ON WORKSTATION USE • Governs proper use of workstations, including time-outs

  21. PHYSICAL SAFEGUARDS(CONT.) • SECURE WORKSTATION LOCATION • Goal is to eliminate or minimize unauthorized access to health information • Evaluate physical locations, access and display • SECURITY AWARENESS TRAINING • Applies to all staff, agents, contractors • Make security part of the daily activities

  22. TECHNICAL SECURITY SERVICES

  23. TECHNICAL SECURITY SERVICES(CONT.) • ACCESS CONTROLS • Limit access to health information to those employees with business need • Based upon context, role or user • Encryption optional • AUDIT CONTROLS • Mechanisms to record and examine system activity

  24. TECHNICAL SECURITY SERVICES(CONT.) • AUTHORIZATION CONTROL • Mechanism to obtain consent to use and disclose health information through implementation of role or user based access • DATA AUTHENTICIATION • Verification that data has not been altered or destroyed • Implementation includes check digits, double keying, digital signature

  25. TECHNICAL SECURITY SERVICES(CONT.) • ENTITY AUTHENTICATION • Process to prove that entity is who they claim to be • Implementation to include biometric id systems, passwords, PINs, telephone callback, security tokens • May have different standards for on and off campus access

  26. TECHNICAL SECURITY MECHANISMS AND ELECTRONIC SIGNATURE STANDARDS

  27. TECHNICAL SECURITY MECHANISMS • Guard against unauthorized data access over a communications network • Need for encryption on open networks like the internet and dial-in lines • Need alarm, audit trail, entity authentication, event reporting

  28. ELECTRONIC SIGNATURE STANDARDS • Crytographically based digital signature is the standard for HIPAA transactions • Electronic signature is not required (??? Sometimes required) for currently proposed HIPAA transactions

  29. TO-DO’s AND RELATED CHALLENGES

  30. TO-DO’s Train project team on HIPAA data security guidelines Identify and train key system users Conduct meetings with primary system vendors CHALLENGES HIPAA is “good practices” IT is already on board and awaiting budget Level of compliances dependent upon vendors and use of vendor features TO-DO’s AND RELATED CHALLENGES – Awareness and Education

  31. TO-DO’s Identify relevant policies and procedures Analyze against HIPAA guidelines Identify gaps and missing policies and procedures CHALLENGES Inconsistent policies and procedures for same system Systems within organization don’t have consistent policies & procedures Policies for new technologies don’t exist TO-DO’s AND RELATED CHALLENGES – Policy & Procedure Review

  32. TO-DO’s Inventory systems, databases, interfaces that contain patient information Collect current contact information for vendors Evaluate each system against guidelines CHALLENGES System and vendor information is hard to get and maintain Usually requires more than one person to do Security features are available but not used TO-DO’s AND RELATED CHALLENGES – System Review

  33. TO-DO’s Review disaster recovery plan, medical staff by-laws, IT job description Determine what is missing or not current CHALLENGES Disaster recovery more relevant in these times and to senior management Medical staff more cooperative regarding security Role of security officer will be “baked in” to strategies TO-DO’s AND RELATED CHALLENGES – Other Documentation Review

  34. TO-DO’s Identify gaps between policies & porcedures and current practices View security in action Assess general staff awareness of security CHALLENGES The software “ease-of-use” challenge creates security exposures Hardware is vulnerable too Security not traditionally a major IT training initiative TO-DO’s AND RELATED CHALLENGES – Staff Interviews

  35. TO-DO’s Determine potential cost of HIPAA upgrades Identify vendor’s obligations regarding patient data security CHALLENGES Effectiveness of regulatory conformance clause Application of chain-of-trust concept Outsourcers need detailed consideration TO-DO’s AND RELATED CHALLENGES – Contract Review

  36. TO-DO’s Assess security of infrastructure and connections outside Inventory security tools and determine effectiveness CHALLENGES Technical people usually know what is needed, although they may need to be assisted with cost/risk analysis Lack of funding No security system is perfect TO-DO’s AND RELATED CHALLENGES – Technical Review

  37. TO-DO’s Identify gaos in current environment against HIPAA guidelines Consider alternate scenarios for mitigating the risk and complying CHALLENGES Multiple strategies for achieving compliance exist – what’s most cost-effective? It may not be possible to completely close all gaps in the required timeframe TO-DO’s AND RELATED CHALLENGES – GAP Identification

  38. TO-DO’s Define recommendations Identify priority, timing, resources, cost and risk Build a work plan CHALLENGES Some overlap with other HIPAA work teams Some project work may be delayed Temporary resources (e.g., consultants) may be required) TO-DO’s AND RELATED CHALLENGES – Compliance Plan

  39. WHERE’S THE RISK?

  40. HOW MUCH TO FIX? • Not as much as you would expect • You don’t necessarily need to purchase advanced technology • 80% of the problems can be resolved very cost-effectively • Organizational culture and behavior modification require the greater efforts

  41. SECURITY CONCLUSION A team sport that doesn’t necessarily require the most fancy equipment to win - but does require you to understand the fundamentals of the game and that you and your team must provide best efforts to win! Otherwise – you are playing to just give the ball to the other side.

  42. CONTACT INFORMATION Joel Lanz Principal Joel Lanz, CPA, P.C. P.O. Box 597 Jericho, NY 11753-0597 (516) 637-7288 www.systemscpa.com jlanz@itriskmgt.com

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